Executive Support Coordinator

Department of Families, Fairness & Housing VIC; Melbourne; On-site; AUD 75,000 - 110,000; Full time

Job summary

The Executive Support Coordinator provides high-level administrative and executive support to the Executive Director, Service Enhancement in a highly sensitive and complex environment. The role manages the flow of work, reviews materials with a strategic lens, coordinates meetings, briefings, correspondence and parliamentary matters for timely, quality outcomes.

Operating with professionalism and confidentiality, the position requires independence, adaptability and strong stakeholder liaison

Qualifications

• High-level executive support experience preferred.
• Ability to manage calendars, briefings and parliamentary matters.
• Excellent written and oral communication.

Responsibilities

• Provide executive support to the Executive Director, Service Enhancement.
• Manage workflow, email/calendar, complex meetings, briefings and parliamentary matters.
• Coordinate department processes and drive continuous process improvement.

Job description

Department of Families, Fairness & Housing VIC – Melbourne VIC

The Department of Families, Fairness and Housing (DFFH) works hard to create equal opportunities for all Victorians to live a
safe, respected and valued life.

Our areas of focus are child protection, housing, disability, the prevention of family violence, multicultural affairs, LGBTIQA+
equality, veterans, women and youth. The work we do benefits thousands of Victorians, particularly those who are
disadvantaged and vulnerable.

We work in a variety of community-based settings, including people's homes, residential facilities and secure settings across
metropolitan, rural and regional Victoria.

We are committed to developing and supporting a workforce that is well equipped and highly motivated. All jobs can be
worked flexibly, and we encourage applications from Aboriginal and Torres Strait Islander people and people from diverse
backgrounds and abilities.

If you're having any trouble viewing this ad and would like it or any attachments in an accessible format (such as large
print), please don't hesitate to get in touch with the contact person listed
on the ad.

For more information on working with us and our recruitment process, please visit Department of Families, Fairness and
Housing Victoria | Jobs (www.dffh.vic.gov.au/jobs)

THE ROLE

TheExecutiveSupport Coordinator provideshigh-level administrative and executive support tothe Executive Director, Service Enhancement in a highly sensitive and complex environment. The role is responsible for developing and maintaining strong and effective relationships with internal and external stakeholders across the department, government and community services sector.

The Executive Support Coordinator manages the effective flow of work through the Division to support the Executive Director with high quality and timely advice. They will review written materials with a strategic lens, applying a risk tiering approach. Displaying organisational awareness, the Executive Support Coordinator coordinates activities on behalf of the Executive Director and the Directorate including managing the workflow of the Executive Director, email and calendar management, arranging complex meetings, managing briefings, correspondence and parliamentary matters, maintaining departmental systems, preparing written materials, and coordinating events. The position is also responsible for providing authoritative assistance with department processes and drives continuous process improvement.

The Executive Support Officeroperateswith professionalismandconfidentiality,workingwith a high degree of independence in a fast-paced small team environment.The role requires a multi-skilled and responsive individual able to proactivelyself-manage toprioritise tasks and be flexible to changing priorities.Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively.

ACCOUNTABILITIES INCLUDE

Operate withhigh-level of integrity and autonomy inprovidinga range of effective executivesupport,coordinationand administrationfunctions, including:

• act as key point of contact within the branch; coordinating responses tobriefings and correspondence, parliamentary matters and provide guidance to staff in thebranchso that allmattersare completed on time and to the highest possible quality
• escalate itemsasappropriate; display organisational awareness,having regard for political and stakeholder sensitivities
• proactively respond to queries and information requests, provide high-quality information and authoritative advice, and take follow up action as required under limited direction on matters including human resourcing, governance and other administrative and corporate matters